Virtual Assistant- Property Care Operations Coordinator
Job Description
We’re hiring a versatile, highly organized Operations Coordinator (VA) to support a premium second‑home management firm in a resort/second‑home market. You’ll handle the back‑office operations that keep property managers in the field efficient: scheduling, vendor coordination, work order tracking, concierge requests, documentation, and proactive client communications. You’ll thrive wearing multiple hats in a dynamic, growing environment with an upcoming acquisition closing Jan 1—balancing admin precision with excellent service and seasonal demands (e.g., snow season readiness).
- Scheduling & Coordination
- Manage calendars, appointments, inspections, and recurring property checks
- Coordinate vendor visits (landscaping, snow removal, HVAC, plumbing/electrical, general home maintenance) and track completions
- Organize concierge bookings (dining, transport, grocery stock‑ups), confirm details, and follow through
- Work Orders & Task Management
- Create, assign, and track work orders; ensure SLAs and ETAs are met
- Maintain task/project boards and daily/weekly priorities for the field team
- Escalate blockers; proactively chase updates from vendors and managers
- Client Service Support
- Draft professional emails/updates to homeowners regarding visits, findings, and next steps
- Prepare light reports after property checks (photos, notes, action items); flag urgent issues and recommend next steps
- Record service history, warranties, and seasonal readiness checklists
- Documentation & Data Hygiene
- Keep CRM/project tools clean and up to date (contacts, properties, tasks, notes)
- Maintain SOPs, checklists, and recurring templates to improve speed and consistency
- General Admin
- Inbox triage, file organization, meeting preparation, and minutes with action tracking
- Support light research (vendors, pricing comparisons, reservations)
- Operations/coordination experience in property care, facilities, hospitality, field services, or similar
- Excellent written English; concise, professional client updates (email-first; phone as needed)
- Strong organizer & finisher: moves tasks from "assigned" to "done" with clear follow‑through
- Time‑zone fit: consistent coverage for US Mountain Time and ability to support early AM slots when required
- Tech‑savvy: fluent with Google Workspace/Microsoft 365, task/CRM tools, and file management
- Vendor & stakeholder coordination experience (scheduling, confirmations, follow‑ups)
- Comfort wearing multiple hats in a startup‑style environment (prioritize, pivot, and own outcomes)
- Background in property management / home services / hospitality concierge
- Experience with work‑order or field‑service software (ClickUp, Asana, Monday.com, or similar)
- Phone‑facing confidence (client or vendor calls when needed)
- Google Workspace / Microsoft 365 (Docs, Sheets, Email, Calendar)
- Project/Task tool (ClickUp/Asana/Monday.com or similar)
- Cloud drive (Drive/Dropbox/OneDrive)
- Field & photo documentation (structured photo notes, folders); light spreadsheet reporting
- Monday–Friday coverage aligned to US Mountain Time; occasional flexibility during peak seasons or weather events
Average salary estimate
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